Request for Proposal: Title III-E PY 2013 National Family Caregiver Support Program

Transcription

1 Buckeye Hills Area Agency on Aging 8 Request for Proposal: Title III-E PY 2013 National Family Caregiver Support Program Application Overview

2 BUCKEYE HILLS AREA AGENCY ON AGING APPLICATION OVERVIEW PY 2013 TITLE III-E NATIONAL FAMILY CAREGIVER SUPPORT PROGRAM TABLE OF CONTENTS BACKGROUND...3 DEFINITIONS...3 INVITATIONS FOR PROPOSALS...4 AVAILABLE FUNDING...4 APPLICATION PROCESS TIME LINE...5 REQUEST FOR PROPOSAL ANNOUNCEMENT...5 APPLICATION MATERIALS...5 RULES...6 APPLICATION DEADLINE REQUIREMENTS...6 APPLICATION QUESTIONS...6 APPLICATION REVIEW PROCESS...7 EVALUATION CRITERIA...7 NOTIFICATION OF AWARDS...8 AWARD APPEAL PROCESS...8 SUMMARY OF FUNDEDSERVICES...9 CONTRACTING...9 MATCHING FUNDS, COST SHARING AND DONATIONS...10 QUARTERLY REPORTING...11 MONITORING...11 NEW PROVIDER ORIENTATION

3 BUCKEYE HILLS AREA AGENCY ON AGING 8 PY 2013 Title III-E NFCGSP Funds BACKGROUND: The Family Caregiver Support Program, which recognizes the vital role performed by informal caregivers, is authorized by Title III-E of the Older Americans Act Reauthorization of 2000 (the Act). Its intent is to directly benefit informal caregivers with services consistent with the Act s mandates through a statewide, easily identifiable program that supports the efforts of caregivers. Goal for the Program: to provide support, services and education, outreach to the thousands of persons who provide assistance to vulnerable persons, either related or not, who may need to either rely on formal caregivers or seek entry into an institutional versus community living arrangement. These services aid the caregiver to better understand his/her role, consequences, when and how to access assistance, how to utilize services/information to be able to decrease stress, better care for their loved one, understand the needs of caregivers, access services for themselves and their loved one, etc. Unlike many other programs funded and managed by ODA through the AAAs, the caregiver rather than the care receiver is the target of the program. Therefore, for the purposes of the National Family Caregiver Support Act, AAAs should design programs and individual services that meet the identified needs of caregivers the target clients of the program. As noted below, though, it will be the care receiver that actually must meet certain eligibility requirements in order for the caregiver to receive respite and supplemental services. Title III-E funded services will be case managed by the Caregiver Advocate. Successful bidders will receive referrals for service through the BH-AAA8 Caregiver Advocacy program. DEFINITIONS: Family caregiver, an adult family member, or other individual, who is an informal provider of in-home and community care to an older individual. Respite care, services that enable caregivers to be temporarily relieved from their caregiving responsibilities which shall/may include in-home, institutional and emergency respite. Frail or functionally impaired older person (OAA definition): a person who is unable to perform at least two activities of daily living without substantial human assistance, including verbal reminding, physical cueing, or supervision; or due to a cognitive or other mental impairment, requires substantial supervision because the individual behaves in a manner that poses a serious health or safety hazard to the individual or to another individual 3

4 INVITATION FOR PROPOSALS: The Buckeye Hills Area Agency on Aging Planning and Service Area (PSA) 8 is soliciting proposals from agencies which provide support and services to caregivers of individuals who are 60+ in Athens, Hocking, Meigs, Monroe, Morgan, Noble, Perry and Washington Counties. AAA8 is soliciting applications from agencies which, at the time of application, provide Personal Care Respite, Homemaker Respite, or Adult Day Respite. Successful applicants will be awarded funds for the 12 month period from January 1, 2013 through December 31, AVAILABLE FUNDING Title III-E NFCGSP funding for Program Year (PY) 2013 is provided through the Ohio Department of Aging. The total available funding is estimated to be approximately $43, The State of Ohio Budget for PY 2013 has not been finalized. Therefore, funding amounts may be different when awards are granted. Awards may be reduced at any time if federal or state funding is reduced, even during the contract period. It is the policy of the BH-AAA8 that available funds shall be allocated to each county in the PSA by formula. Each county will have only those funds allocated by formula available to it. The allocation formula reflects 2010 census data for those elements for which 2010 census data is available. In the event that a service gap is identified after reviewing all proposals received, BH-AAA8 reserves the right to allocate funds in a manner that ensures service delivery. COUNTY TITLE III-E HOMEMAKER RESPITE TITLE III-E ADULT DAY RESPITE TITLE III-E PERSONAL CARE RESPITE TOTAL COUNTY ALLOCATION Athens $3, $ $3, $7, Hocking $2, $ $2, $5, Meigs $1, $ $2, $4, Monroe $1, $ $1, $3, Morgan $1, $ $1, $3, Noble $1, $ $1, $3, Perry $2, $ $2, $5, Washington $4, $1, $5, $10, TOTALS $17, $4, $21, $43,

5 APPLICATION PROCESS TIME LINE PY 2013Title III-E NFCGSP Request for Proposal Announcement PY 2013Title III-E NFCGSP application and instructions made available to prospective bidders Week of Sept. 9-15, 2012 Sept. 17, 2012 Proposal Application Due Date Oct. 19, 2012 AAA8 Staff review of submitted proposals Oct , 2012 AAA8 recommendations presented to Buckeye Hills Executive Committee PY 2013Title III-E NFCGSP Contracts mailed to successful bidders for signature November 2, 2012 November 9, 2012 PY 2013Title III-E NFCGSP Contracts due back to BH-AAA8 November 30, 2012 First day of PY 2013Title III-E NFCGSP January 1, 2013 Last day of PY 2013Title III-E NFCGSP December 31, 2013 REQUEST FOR PROPOSAL RELEASE DATE: Sept. 17, 2012 Posted on BH-AAA8 website Posted in legal notice section in newspapers throughout the eight-county service area. APPLICATION MATERIALS All instructions and materials needed to apply for PY 2013 Title III-E NFCGSP funding are available to download from the BH-AAA8 website no hard copy applications will be available. Required forms are in Microsoft Word and Excel. Applicants must use these forms and formats to apply for services; other forms and formats will not be accepted for review. All responses must be typed in a legible font style and size. Acceptable font styles are Arial or New Times Roman. Acceptable font sizes must be 10, 11 or 12 font; hand written or typed responses are not accepted. The instructions and application documents are intended to assist applicants in applying for funding under this Request for Proposals (RFP) announcement. Nothing in the instructions or application documents is intended to impose any paper work beyond those specifically required under the regulations of the Ohio Department of Aging (ODA) and the Buckeye Hills Area Agency on Aging 8 (BH-AAA8) competitive bidding process. RULES In 2009, the Ohio Department of Aging issued rule changes which are now in Ohio Administrative Code and will be effective for all new competitive bidding processes, new 5

6 contract agreements, and will change service specifications which define how services are delivered. These rule changes include: Introduction and Definitions (rule ), Competitive Bidding Process (rule ), Appeals (rule ), Provider Agreements (rule ), Mandatory Clauses (rule ), Criminal Background Check (rule ), Consumer Cost Sharing (rule ), Adult Day Respite (rule ), Homemaker Respite ( ), Personal Care Respite (rule ). Rules are available at - All applicants are encouraged to read all instructions and application materials before making a decision to apply for the Title III-E NFCGSP funding. The BH-AAA8 is not liable for any costs incurred or associated with the preparation of any applicant s application. APPLICATION DEADLINE REQUIREMENTS One (1) complete original and one (1) complete copy application in hard copy must be received by the Buckeye Hills-Area Agency on Aging 8 (BH-AAA8) at: (Physical Address) 1400 Pike Street, Marietta, Ohio or (mailing address) P.O. Box 370, Reno, Ohio, by 3:00 p.m. on October 19, Faxed or ed proposal applications will be rejected. If mailed, bidder is required to use certified return receipt. If hand delivered, bidder will be given a receipt at time of delivery. Applications will be reviewed for completeness and compliance with required formats. The Buckeye Hills-Area Agency on Aging 8 will reject the following applications: 1. The application is not received by the required stated due date and time. 2. The application is missing any required document listed on the document checklist. 3. The application is missing any required signature. 4. The application is ed or faxed. 5. The application contains altered application forms and/or formats. 6. The application responses are hand written and/or not in a legible font style or size. It is not the responsibility of the BH-AAA 8, upon receipt of the proposal application, to notify applicants if they have not met any of the above listed application deadline requirements for completeness and/or compliance with required formats, even if the proposal is submitted before the application deadline. APPLICATION QUESTIONS Questions about the application process may be ed to Denise Keyes, Fiscal Manager Buckeye Hills-Area Agency on Aging 8 dkeyes@buckeyehills.org. 6

7 APPLICATION REVIEW PROCESS 1. All applications accepted for review are evaluated by a team of BH-AAA8 staff. Funding recommendations to Buckeye Hills-Hocking Valley Regional Development District Executive Committee will be made. 2. The Buckeye Hills- Hocking Valley Regional Development District Executive Committee will make the final funding decision. EVALUATION CRITERIA Each proposal accepted for review will be evaluated and scored using the following criteria: Criteria Agency policies and procedures reflect experience in: 1. Collaboration with other agencies (5) 2. Service quality (5) 3. Consumer satisfaction (5) 4. Employee training and development (5) Applicant demonstrates adherence to Ohio Administrative Code (OAC) Rule, Ohio Department of Aging (ODA) and Buckeye Hills Area Agency on Aging 8 (BH-AAA8) Policies and Procedures as outlined in the RFP. Score Applicant demonstrates cost effectiveness, based on an itemization of the costs that comprise the total bid price for the service. 25 Applicant describes effective staffing level management to ensure that all services are delivered at the scheduled time and in accordance with OAC Rules, ODA and BH-AAA8 policies and procedures. 25 TOTAL POSSIBLE 100 Each proposed service will be evaluated and scored separately. All services will be ranked by score within each county. The scoring system is used to compare and rank proposed services among provider agencies within each county. Funding is not determined by scores and rankings alone. BH-AAA 8 reserves the right to select one or more lower ranked services in order to achieve a continuum of services for targeted populations. BH-AAA 8 reserves the right to award applicants less funds than requested if federal or state funding is not sufficient to fully fund all applicants that merit awards. BH-AAA 8 reserves the right to reject any proposals received in response to this Request for Proposals; to request additional materials from any or all applicants; and to conditionally select proposals for funding. 7

8 NOTIFICATION OF AWARDS Successful bidders will be notified of award by receipt of contract for provision PY2013 National Family Caregiver Support Program Services. AWARD APPEAL PROCESS An applicant may appeal its award. The specified process for an appeal is as follows: 1. The complainant agency requesting an appeal must submit a certified latter to the AAA within thirty (30) days from the final decision of adverse action, which outlines the request for an appeal and supported reasons for a hearing. 2. Upon receipt of the request, the AAA will inform the complainant agency through a certified letter of the date, time, and location of the hearing to be held. 3. All receipts of such requests by complainant agencies shall be time/date stamped by the AAA. 4. The AAA will hold the hearing within forty-five days after the receipt of the request of the complainant agency. 5. The BH-HVRDD Executive Board, on the specified hearing date, will hear both parties present their case. 6. The Executive Board may terminate the hearing procedures at any point if the AAA or the complainant agency: a. Negotiate a written agreement that resolves the issue(s) prompting the hearing; or b. The complainant agency, in a written statement, withdraws their appeal. 7. Upon completion of the hearing, the Executive Board will make a decision and forward it to the AAA Director. The AAA Director will inform the complainant agency of the decision by a certified letter. 8. An agency may request a hearing by the Ohio Department of Aging in the event of an adverse action, which means an AAA s action concerning a particular provider to not award a provider agreement to that provider. ODA shall only honor a request for an appeal hearing before ODA if the provider has fully complied with the written process for appealing an adverse action by the AAA that committed the adverse action and that AAA has rendered its final decision on the appeal. To request a hearing before ODA, the provider shall submit a written request to ODA s director via certified mail no later than fifteen (15) business days after the date the AAA renders its final decision. ODA shall hold a hearing and render its final decision on the appeal no later than thirty (30) business days after the date of the hearing. Rule SUMMARY OF FUNDED SERVICES Services funded under this Request for Proposal are summarized below. These rules govern the use of these funds. All contracted providers must comply with these rules and will be monitored for compliance by the Buckeye Hills - Area Agency on Aging 8 Quality Improvement Department. Printed hard copy of Rules, Service Specifications and Conditions of Participation will NOT be furnished to bidders. Rules are posted on the Ohio Department of 8

9 Aging website and are accessible through a link in the Provider Information section of the AAA8 website: Personal Care Respite: A service comprised of tasks that help a consumer achieve optimal functioning with Activities of Daily Living (eating, dressing, bathing, toileting, transferring in and out of bed/chair, and walking) and Instrumental Activities of Daily Living (preparing meals, shopping for personal items, medication management, managing money, using the telephone, doing heavy housework, doing light housework, and the ability to use available transportation without assistance). Rule (A)(1) And Rule (B) (1) and B (10) Homemaker Respite: A service that provides routine tasks to help a consumer to achieve and maintain a clean, safe, and healthy environment. Rule (A) (1) Adult Day Respite: A non-residential, community-based service provided through an individualized care plan to encourage optimal capacity for self-care or maximizes functional abilities by meeting the needs of a consumer who has functional or cognitive impairments. Rule SERVICE UNIT DEFINITIONS Service Service Unit Definition Service Specifications Code Adult Day Respite 05 4 to 8 Hour Day Rule Homemaker Respite 02 One Hour Rule Personal Care Respite 01 One Hour Rule CONTRACTING The contracting method for Title III-E Service funds is Purchase of Service. A provider is reimbursed for only the units of service delivered based upon the contracted unit cost. The unit cost of service encompasses all elements associated with the production of the unit of service. Rule (C) The provider must provide 100% of contracted units to achieve 100% reimbursement of contracted funds. If the provider does not deliver all service units during the contract period, unused funds will be forfeited as Title III-E service do not carry over from one state fiscal year to another. The BH-AAA8 staff monitors the utilization of all contracted funds monthly. If any contracted provider has not utilized at least 75% of contracted funds for service delivery as of September 30, 2013, the award may be reduced and the BH-AAA8 will reallocate funds within the state fiscal year without a new Request for Proposals (RFP). 9

10 MATCHING FUNDS Older Americans Act Title III-E funds have a match requirement of 25%; match may be incash or in-kind. Older American s Act National Family Caregiver Support Program awards are intended to fund only75% of the total services delivered. All awards for these programs require the recipient to provide the remaining 25% in Match Funding. The following is an example of how to correctly calculate required match. Older American s Act funding requested $10, Divide OAA requested funding by 75% (.75) 75% (.75) $13, Total amount of service to be delivered $13, Subtract OAA funding requested -$10, Amount of Match Funding required $ 3, This calculation is to be used to determine Required Match Funding for all services. COST SHARING The current cost sharing policy (Rule ) is available for review on the ODA website. 1. Cost share will be in effect for the following services funded by Title III-E PY 2013: Adult Day Respite, Homemaker Respite, and Personal Care Respite. 2. The sliding fee scale has been determined by ODA. The current cost sharing policy and poverty guidelines (Rule ) are available for review on the ODA website. 3. Funds from the cost share contributions will be used to enhance the program and provide additional units of service in the county the contribution have been received. The sliding-fee schedule below which determines the percentage of the actual (or partial) contracted cost of a unit of service or a good received that the provider shall suggest that a consumer pay based upon the consumer s individual income as a percentage of the federal poverty level found in the federal poverty guidelines, which are updated periodically in the federal register by the U.S. Department of Health and Human Services under 42 U.S.C. 3302(2). SLIDING FEE SCHEDULE: INCOME LEVEL SUGGESTED COST SHARE DONATIONS 149% and below 0% % 40% % 80% % 10% % 50% % 90% % 20% % 60% 375% and above 100% % 30% % 70% Providers are encouraged to solicit and accept voluntary contributions (program income) for all Title III-E funded services. 10

11 QUARTERLY REPORTING Each funded provider agency shall be required to submit a quarterly report for each service they have provided with Title III-E Service funding. This quarterly report is due the 10 th of the month following the end of the quarter in which the service was provided. MONITORING Each Area Agency on Aging is responsible to the Ohio Department of Aging (ODA) for ensuring that all state and federal funds received from ODA are used in the manner that complies with state and federal laws. Rule (A). The BH-AAA8 monitors all contracted providers for compliance with service specifications and conditions of participation. This includes an annual on site visit to review service records and verify units of service reported for reimbursement. NEW PROVIDER ORIENTATION Title III-E Service funded providers will be required to participate in Provider Orientation sessions at the Buckeye Hills-Area Agency on Aging 8 offices. These sessions will include an overview of contracting, billing, reporting, and monitoring. 11